The International Business Aviation Council (IBAC) is searching for an administrator to support its office at the U.N.

International Civil Aviation

Organization (ICAO) in Montreal, Quebec, Canada. IBAC is an international, non-governmental organization representing the interests of business aviation at the global level, serving as an official observer organization at ICAO. The position is integral to the productive functioning of IBAC’s principal office. Ideally, the selected candidate will be an energetic, detail-oriented professional with abilities to work effectively on a team and with little direction.

This is a temporary job for about one year while the incumbent is on maternity leave.

Duties and Responsibilities The Executive Officer serves as the central point of administrative support and contact for IBAC and its programmes: the Air Crew Card, the International Standard for Business Aircraft Operations (IS-BAO), the International Standard for Business Aircraft Handling (IS-BAH), CORE, and the Industry Partner Programme (IPP).

General Administrative and Financial Support

· Supports the Director General by regularly scanning and emailing or forwarding correspondence, invoices, and other documents

· Arranges express shipping, as needed

· Drops off and picks up mail regularly

· Sorts, responds to, and distributes for action incoming email and correspondence

· Responds accurately and quickly to telephone queries

· Makes bank deposits, as needed

· Provides to accountants on a monthly basis the details for office transactions and transactions via Stripe.

Air Crew Card

· Manages and executes the Aircrew Card programme, including receiving electronic applications, reviewing applications for accuracy and eligibility, preparing applications for processing, issuing and shipping cards, and sending credentials to travel-agency partner.

· Provides customer support as needed.

Support for IBAC Programmes

· Provides administrative support for IBAC programmes,



working closely with programme directors and team members.

· Coordinates programme applications, registrations, invoicing, and payment tracking.

· Prepares and distributes programme documentation, certificates, and related materials.

Assists with other programme administration and coordination activities as required.The Executive Officer answers to the Director General and works in close coordination with the Directors of the IS-BAH and IS-BAO Programmes, the Head of the Industry Partner Programme, and the Director for ICAO Liaison.

Experience and Qualities Sought The selected candidate shall be an energetic, detail-oriented professional with abilities to work effectively on a team and with little direction. The successful candidate must also be meticulous, flexible, and able to manage multiple tasks at once. He or she shall demonstrate abilities to take initiative and to think and work independently, as well as have a calm, positive disposition for working with colleagues and dealing with external inquiries from around the world.

Education

Essential

· A Diploma of College Studies (DEC) or equivalent level of education

Desired

· Additional training or certification in office productivity tools

· Additional training or certification in Web-based tools and applications

· University degree or college technical program with concentration in a relevant area of study (e.g., commerce, management or aviation)

Languages

Essential

· Fluent reading, writing, and speaking abilities in English (working language of IBAC, an international organization, is English)

Desired

· Fluent reading, writing, and speaking abilities in French

Experiences and abilities

Essential

· Ability to use Word, Excel

· Understanding of database software

· At least five years of experience in administrative work

Desired

· Familiarity with Web-based platforms, including payment-management systems and QuickBase

· Experience in working with aviation organizations, including ICAO.

Pay: $40,000.00-$75,000.00 per year

Benefits

- Paid time off

Work Location: In person

📌 Executive Officer (Montreal)
🏢 International Business Aviation Council
📍 Montreal